380.10 Definition of a Student

A student is any person who attends any Seattle College District campus for whom the District maintains educational records or personally identifiable information.

An individual must have attended a campus of the Seattle College District to be considered a student. An individual who has applied for admission within the District but has never attended a class is not considered to be a student at that college.

380.20 Education Records - Student's Right to Inspect

  • 380.20.1 Location and Type of Records - A list of the types of educational records maintained by the campuses and the record locations may be obtained by the student at NSC - Records Office; SCC - Registration and Records Office; SSC - Records Office, and SVI Admissions, Registration and Records.
  • 380.20.2 Definition of Education Records
    1. Education records are defined as any record (handwritten, print, tapes, film, electronic or other medium) maintained by the college or agent of the college which is directly related to a student.
    2. The following records are not considered educational records:
      1. A personal record kept by a staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to other persons except a temporary substitute for the maker of the record.
      2. Records maintained by a law enforcement unit of the educational agency or institution that were created by that law enforcement unit for the purpose of law enforcement.
      3. Employee records relating exclusively to the individual's employment with the institution. Exception: employee records of individuals employed as a result of their student status are considered educational records.
      4. Medical records created or maintained by a physician, psychiatrist, psychologist, counselor or other recognized professional or paraprofessional if the records are used only for treatment of the student and made available only to those persons providing the treatment.
      5. Alumni records which contain information about a student after he/she is no longer in attendance at the college and which do not relate to the person as a student.
  • 380.20.3 Students may inspect and review their education records upon request to the campus registrar except as provided in paragraphs (a) and (b), of this section.
    1. Students Releasing Right to Review Records. The student may specifically release his/her right to review where the information consists only of confidential recommendations respecting:
      1. Admission to any educational institution, or
      2. An application for employment, or
      3. Receipt of an honor or honorary recognition.
    2. A student's waiver of his/her right of access to confidential statements shall apply only if:
      1. The student is, upon request, notified of the names of all persons making confidential statements concerning him/her, and
      2. Such confidential statements are used solely for the purpose for which they were originally intended. Such waivers are not required as a condition for admission to, receipt of financial aid form, or receipt of any other services or benefits from the campuses.
  • 380.20.4 Where requested records or data include information on more than one student, the student shall be entitled to review, receive or be informed of only that part of the record or data that pertains to the student.
  • 380.20.5 Students have the right to obtain copies of their education records. A charge will be assessed for the copies; however, such charges for the copies shall not exceed the cost normally charged by the District (except in cases where charges have previously been approved by the Board of Trustees for certain specified services such as transcripts).
  • 380.20.6 Each campus registrar is the official custodian of academic records and, therefore, is the only official who may issue a transcript of the student's official academic record.
  • 380.20.7 Education records may be destroyed in accordance with a department's routine retention schedule. However, in no case will any record which is requested by a student for review in accordance with 380.30 and 380.40 be removed or destroyed prior to providing the student access.
  • 380.20.8 Recommendations, evaluations or comments concerning a student provided in confidence, either expressed or implied, as between the author and their recipient, shall be made available to the students, except as provided in paragraph (a)
    1. Recommendations, evaluations or comments concerning a student provided in confidence, either expressed or implied, as between the author and the recipient, prior to January 1, 1975, shall not be subject to release under 380.30.3. Such records shall remain confidential and shall be released only with the consent of the author. Such records shall be used by the institution only for the propose for which they were originally intended.

380.30 Requests and Appeal Procedures

  • 380.30.1 A request by a student for review of information should be made in writing to the campus individual(s) or office(s) having custody of the particular record. The written request should identify as precisely as possible the record or records desired.
  • 380.30.2 The appropriate individual(s) or office(s) must respond to a request for education records within a reasonable period of time, but in no case more than 45 days after the request has been made. If the individual(s) or office(s) is unable to comply with a student's request within the above-stated time, the student shall be informed of that fact and the reason in writing.
  • 380.30.3 A student who feels that his/her request has not been properly processed by a particular individual(s) or office(s) should contact the appropriate administrator responsible for the individual(s) or office(s) for consultation.
  • 380.30.4 In cases where a student remains dissatisfied after consulting with the appropriate chief student services officer, the student may then request a hearing before the ad hoc campus records committee (such requests will be made in writing and provided to the president/vice chancellor. Following the hearing, the ad hoc campus records committee shall render its recommendation to the president/vice chancellor, within a reasonable period of time. In all cases the decision of the president/vice chancellor shall be final. In no case shall any request for review by a student be considered by the ad hoc campus records committee which has not been filed in writing within 90 days from the date of the initial request to the custodian of the record. The ad hoc campus records committee shall not review any matter regarding the appropriateness of official academic grades.

380.40 Release of Personally Identifiable Records

  • 380.40.1 The campuses shall not permit access to, nor the release of education records nor personally identifiable information contained therein, other than "directory information" without consent of the student, to any party other than the following:
    1. School officials when information is required for legitimate educational interest within the performance of their responsibilities to the campus with the understanding that its use will be strictly limited to those responsibilities. In addition, students who have been officially appointed to an administrative council or committee may also be granted access when serving in that capacity for a legitimate educational interest directed or approved by the college.
      1. A school official is:
        1. A person employed by the District in an administrative, supervisory, academic, research, or support staff position.
        2. A person appointed to the Board of Trustees.
        3. A person employed by or under contract to the District to perform a special task, such as the attorney general or auditor.
      2. A school official has a legitimate educational interest if the official is:
        1. Performing a task that is specified in his or her position description or by a contract agreement.
        2. Performing a task related to a student's evaluation.
        3. Performing a task related to the discipline of a student.
        4. Providing a service or benefit relating to the student or student's family, such as health care, counseling, job placement or financial aid.
      3. Federal and state officials requiring access to education records in connection with the audit and evaluation of a federally- or state-supported education program or in connection with the enforcement of the federal or state legal requirements which will not permit the personal identification of students and their parents to other than those officials, and such personally identifiable data shall be destroyed when no longer needed for such audit, evaluation or enforcement of legal requirements.
      4. Agencies or individuals requesting information in connection with a student's application for, or receipt of, financial aid.
      5. Organizations conducting studies for or on behalf of the campus or District for purposes of developing, validating or administering predictive tests, administering student aid programs, and improving instruction, but only if such studies are conducted in such a manner as will not permit the personal identification of students by persons other than representatives of such organizations, and such information will be destroyed when no longer needed for the purpose for which it was provided.
      6. Accrediting organizations in order to carry out their accrediting functions.
      7. Any person or entity designated by judicial order, or lawfully issued subpoena, upon condition that the campus make a reasonable effort to notify the student of all such orders or subpoenas in advance of the compliance therewith.
      8. Parents of an eligible student who claim the student as a dependent for income tax purposes.
      9. State and local officials to whom disclosure is required by state statute.
  • 380.40.2 Where the consent of a student is obtained for the release of education records, it shall be in writing, signed and dated by the person giving such consent, and shall include:
    1. A specification of the records to be released,
    2. The reason for such release, and
    3. The names of the parties to whom such records will be released.
  • 380.40.3 Where education records are made available without student release as permitted by 380.40.1, the college shall maintain a record kept with the education records released which will indicate:
    1. the name(s) of the party(ies) who have requested or obtained access to a student's records;
    2. any additional party to whom it may be redisclosed; and
    3. the legitimate interest of the party had in requesting or obtaining the information.

    The record documenting their request and release may be reviewed by the parents or the eligible student.

  • 380.40.4 Personally-identifiable education records released to third parties, with or without student consent, shall be accompanied by a written statement indicating that the information cannot be subsequently released in a personally-identifiable form to any other parties without obtaining consent of the student.
  • 380.40.5 The term "directory information" used in 380.40.1 is defined as (a) student's name; (b) the act of enrollment in the college; (c) the date(s) of enrollment; (d) the division or area of study; (e) awards granted to the student by the college; (f) participation in officially recognized activities in sports and; (g) weight and height of members of athletic teams.
  • 380.40.6 Students may request that the college not release directory information only by submitting written notice to the registrar's office.
  • 380.40.7 Information from education records may be released to appropriate persons in connection with an emergency if the knowledge of such information is necessary to protect the health or safety of a student or other person(s).

380.50 Campus Records

All campus individuals or offices which have custody of education records will develop procedures in accordance with procedures 380.10-.80. Any supplementary regulations found necessary by departments will be filed with the president/vice chancellor, which who will be responsible for periodic review of policy and procedures.

  • 380.50.1 Disciplinary records shall be kept separate and apart from education records, and transcripts of a student's academic record shall contain no notation of any disciplinary action. Special precautions shall be exercised to insure that information from disciplinary or counseling files is not revealed to an unauthorized persons. Provisions shall be made for periodic review and routine destruction of inactive disciplinary records by offices maintaining such records.
  • 380.50.2 No records shall be kept that reflect a student's political or ideological beliefs or associations.

380.60 Ad Hoc Campus Records Committee

Each ad hoc campus records committee shall be responsible for reviewing unusual requests for information and for assisting in the interpretation of these rules. The committee shall be responsible for making recommendations to the president/vice chancellor. The committee shall consist of at least one registrar, two faculty, two students. Members shall be appointed on an ad hoc basis by the president/vice chancellor

380.70 Correction of Education Records

Students have the right to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Requests for grade review shall be made in accordance with Procedure 370.80. The following are the procedures for the correction of records:

  1. A student must make a written request to the president of the college to amend a record. In so doing, the student should identify the part of the record he or she wants changed and specify why it is believed to be inaccurate, misleading or in violation of his or her privacy or other rights.
  2. The college may comply with the request or it may decide not to comply. If it decided not to comply, the college will notify the student of the decision and advise him or her of the right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student's rights.
  3. Upon request, the college will arrange for a hearing and notify the student within a reasonable time of the date, place and time of the hearing.
  4. The hearing will be conducted by a hearing officer who is a disinterested party; however, the hearing officer may be an official of the college. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues raised in the original request to amend the student's education records. The student may be assisted by one or more individuals, including at attorney.
  5. The college will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and the reasons for the decision.
  6. If the college decides that the challenged information is not inaccurate, misleading, or in violation of the student's right of privacy or other rights, it will notify the student of his or her right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision. The statement will be maintained as part of the student's education records as long as the contested portion is maintained. If the college disclosed the contested portion of the record, it must also disclose the statement.
  7. If the college decides that the information is inaccurate, misleading, or in violation of the student's right of privacy or other rights, it will amend the record and notify the student, in writing, that the record has been amended.

380.80 Annual Notification

  • 380.80.01 Students will be notified of the FERPA rights annually.

Companion Document : Pol
Adoption Date : 1984/01/09
Revision Date : 1996/05/05